The billing procedure varies significantly depending on your particular system configuration. Before proceeding, identify which method your company is using: Billing Batch or Instant Post.
Billing Batch
The billing batch method allows you to review and modify orders before finalizing them and posting for account invoices. You can apply price adjustments, tax changes, freight charges, etc., at this time. It also gives you a chance to review ExceptionsOrders that meet certain criteria, based on system configuration. These exception orders require review and possible correction prior to billing..
Typically an order will be sent into the billing batch after it has been signed for or ship confirmed, depending on branch settings. This creates a delay between the time of shipment and the final invoice: for example, an order delivered on a Monday may not be invoiced until Tuesday. Sales reports based on invoice data will reflect this delay.
More on exceptions
- Freight: Order is missing freight changes when it was supposed to collect them.
- Low GP%: A product has fallen below the minimum profit threshold. Note that the Low GP% will not cause an item to be suspended.
- Non-Stock: A non-stock item is being sold.
- Zero Cost: A product has $0 cost.
Note: You may configure when to trigger suspensions for exceptions: In the Company Master, set Post Invoice When Ship Confirmed (Y)es/(N)o/(E)xclude auto Suspend. If E, the post will be suspended for further review if it hits an exception.
Instant Post
The instant post method creates an invoice at the time of Shipment Confirmation. This bypasses the batch and review process entirely. The customer receives an invoice at the time of delivery, and/or emailed or faxed overnight, depending on customer master configuration. Additionally, sales reports are accurate up to the minute, as orders are being invoiced in real time.
Although corrections or other adjustments can still be made, they will require entering new credit order or voiding the original invoice and re-billing. Optionally, you may implement a hybrid method where Exceptions can still be sent into the billing batch.
In the Company Master, you may also set Suspend Invoice When Onhand Goes Negative.
Note: For Point of Sale Orders, instant post is instant. It does not wait for shipment confirmation.